Assistant Manager Administration

Assistant Manager Admin

About Amber:

Long-term accommodation booking platform for students (think booking.com for student housing). Amber helps 80M students worldwide, find and book full-time accommodations near their universities, without the hassle of negotiation, non-standardized and cumbersome paperwork, and broken payment process. We are the leading student housing platform globally, with 1M+ student housing units listed in 6 countries and across 80 cities. We are growing rapidly and targeting $1B in annual gross bookings value by 2024. Amber raised $18.5M from Marquee investors like Gaja capital.

Role Snapshot

Location: Pune (Viman Nagar)

Experience: 23 years

Reports to: Head IT Infrastructure & Administration

Type: Full-time

What Youll Do

Youll be the go-to person for everything admin and workplace operations owning day-to-day office functioning, external coordination, travel, hospitality, and employee engagement support. This is a hands-on, high-ownership role in a fast-moving startup environment.

Key Responsibilities

Office & Workplace Operations

• Own daily office operationssupplies, inventory, vendors, and workspace readiness.
• Ensure meeting rooms, workstations, and common areas are always functional.
• Maintain physical and digital admin records and documentation.
• Support HR, Finance, and leadership with admin coordination.

External & Compliance Coordination

• Handle end-to-end coordination with banks, notaries, and government offices.
• Manage KYC, account-related documentation, notarization, and registrations.
• Track and maintain logs for all official submissions and documents.
• Coordinate couriers and external service providers as needed.

Facility Management

• Ensure cleanliness, maintenance, and smooth functioning of the office.
• Manage housekeeping, security, and technical support staff.
• Coordinate with vendors for utilities, repairs, AMC, HVAC, and pest control.
• Ensure compliance with health, safety, and fire norms.

Vendor & Admin Procurement

• Work with vendors for office supplies, services, and maintenance.
• Track invoices, budgets, and ensure timely payments.
• Follow up to ensure work is completed on time and to expected standards.

Travel Desk & Hospitality

• Own employee and leadership travelflights, hotels, transport, and itineraries.
• Manage bookings, cancellations, reimbursements, and travel vendors.
• Ensure adherence to travel policies and cost efficiency.
• Manage hosting of partners, clients, and visitors.
• Coordinate meeting logistics, food & beverages, and office arrangements.
• Ensure a warm, professional guest experience at all times.

Employee Engagement & Office Events

• Support HR in planning and executing employee engagement initiatives.
• Coordinate logistics for office events, celebrations, and team activities.
• Help create a vibrant, well-run workplace experience.

Reporting & Governance

• Maintain basic reports and logs for admin, facility, and compliance activities.
• Support audits with accurate documentation and timely follow-ups.

What Were Looking For

• 23 years of experience in office administration, facility management, or similar roles.
• Comfortable handling external visits (banks, government offices, vendors).
• Strong ownership mindsetsomeone who gets things done without being asked twice.
• Good communication and coordination skills.
• Organized, proactive, and able to multitask in a fast-paced environment.
• Proficient in MS Office and everyday tech tools.
• Willing to travel locally within Pune when required.

Why Join Amber?

• High-impact role with end-to-end ownership
• Fast-growing startup with global exposure
• Opportunity to shape workplace experience as the company scales
• Collaborative, energetic work culture